Making changes to your benefits package is usually reserved for Open Enrollment, but qualified life events such as marriage or divorce permit an employee to make changes during the plan year.
You have 60 days to submit a Qualified Life Event.
If you get married or divorced, you may request to:
Add / remove spouse from medical, dental, and vision benefits, including adding new dependent children.
Elect, increase, or decrease contributions to your Health FSA and Dependent FSA if consistent with life event.
You may also consider changes to supplemental life insurance (life insurance changes can be requested at any time).
Changes must be consistent with the qualified life event. For example, if you get married you may change your Employee Only coverage to Employee Plus Spouse or Family, but you cannot switch coverage from Health Savings to UVA PPO.
Requests must also include the required documentation.
Required Documentation
You will need documentation of the life event and documentation of your relationship to the dependent if requesting to add a dependent.
Requests cannot be approved without documentation.Visit the linked chart below for documentation requirements and more information about qualified life events.
If you are having trouble obtaining documentation, reach out to askhr@virginia.edu prior to the deadline for guidance.
If you are requesting to add or drop a dependent to your existing coverage
In Workday, go to Menu in the top left and choose Benefits & Pay Hub (under personal)
Change Benefits
Enter change reason
Enter the date of the event
Attach documentation
Submit
Open, then Let's Get Started.
Click on “manage” under the plans you wish to add them to
Confirm and continue
Check the box in front of each name to add to the plan or choose "add dependent" if they are not yet listed
Save
Upload supporting documentation if you did not already do so at the beginning
Review and sign, submit
If you are requesting to add yourself to previously waived benefits
Workday will not allow you to add yourself or a dependent through the above Workday process unless you are already enrolled in the plan.
If you are not enrolled in the requested plan, complete this application.
Submit to askhr@virginia.edu with documentation.
When Will Changes Take Effect?
For marriage:
Your new dependents’ coverage will begin on the first of the month following receipt of the enrollment application and documentation at UVA HR and no earlier than the event date if it is received within 60 days of the qualified life event.
If you submit an application >60 days after the marriage, you must wait until the next open enrollment to submit the request and documentation. The change will be effective the first of the following plan year.
For Divorce:
Coverage for your spouse ends on the last day of the month in which the divorce is final. You are responsible for reimbursing the Plan for any payments made by the Plan for claims submitted for your ineligible dependents after the date their coverage ends.
COBRA:
For divorce, your spouse may purchase continuing coverage under COBRA for up to 36 months if UVA HR is notified within 60 days of the final divorce decree. If eligible, you will receive a letter from Chard Snyder, who administers COBRA for UVA.
Make beneficiary changes in Workday through the "change life insurance" benefits request.
Workay > Menu > Benefits & Pay Hub > Change Benefits > Reason: Change Life Insurance > Submit > Open > Let's Get Started>Manage under the plan, Confirm & Continue to reach the page where you can designate or change beneficiaries. Use the + button to add a row.
Flexible Spending Accounts (FSA)
As a result of adding or removing dependents, you may be able to make changes to a Health Care FSA and/or Dependent Care FSA. Changes must be consistent with the qualified life event (increase for adding dependents, and decrease for removal of dependents but not less than amount already contributed).
Make the request to change your FSA within 60 days of the event. Changes become effective the first day of the following month after you make the request and documentation has been received.
UVA_HR